Strengthening Data Management under
National AIDS Control Programme
in India through Web-based
Strategic Information Management System
Abstract : THAE0105LB
Presenting Author:
Dr S.Venkatesh
Deputy Director General
www.aids2014.org
Outline
1
2
3
4
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• Background
• Overview of SIMS – Features &
Advantages
• Management of SIMS
• Challenges & Lessons Learnt
India’s NACP: An Evidence-led Approach
www.aids2014.org
Spectrum of Activities
Data Generation
Data AnalysisDissemination
Data Use
Capacity Building
HIV Sentinel
Surveillance
Epidemiological
Analysis
Policy/ Strategy
Epidemiological
Analysis
Behavioural
Surveillance
HIV Estimations
& Projections
Epidemiological
Profiling
Modeling
Programme
Monitoring
Technical
Reports &
Workshops
District
Categorisation
HIV/AIDS
Research &
Ethics
HIV/AIDS
Research
Website & Data
Sharing
Annual Action
Plans
Tools – MS
Office, SPSS,
SAS...
Evaluation &
Impact
Assessment
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Institutional Collaboration & Cross-learning
Issues with Earlier System
•
•
•
•
Fragmented data collection tools
Inadequate quality control measures
Difficulty in undertaking integrated analysis
Limited data use at lower levels of
programme management
• Limited options for advanced data analysis
• No data visualisation options
SIMS developed as a solution to improve data
management, analysis & use
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Monitoring
and Evaluation
System
Monitoring
& Evaluation
System
Outcome / Impact
Assessment
Dashboard & Key
Indicator Update
Programme
Progress Reports
SAS
Analytics &
SAS
Business
Intelligence
Learning Forums
External Evaluation
Reports
Programme
Management
State of Epidemic
and Response
Planning,
Policy Making
Published
Research Reports
Sources of M & E
Reports
thru SIMS
Surveillance
Evaluations /
Assessments
SAS Data
Integration
Research and
Studies
Source: Operations Manual for SIMU, August 2007
Framework for Strategic Information
• Knowledge products
• Knowledge sharing
• Knowledge translation
• Impact assessments
• Cost-effectiveness
Analyses
• Concurrent Evaluation
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Knowledge
Management
& Translation
Preprogramme
Assessments
Programme
Evaluation
Inprogramme
Assessments
• Surveillance & Estimations
• Mapping & size estimation
of HRGs
• Epidemiological profiling
and categorization
• Research for Piloting new/
innovative
intervention
models
•Program monitoring
(inputs and outputs)
•Measuring program
outcomes
•Research related to
program implementation
Strategic Information Management System
A
web-based
application
with
sophisticated tools for data analysis &
integration from data sources/platforms
for data entering, monitoring, analyses
& reports generation
 Has provision for offline data entry
using MS-Excel
 Has enhanced transparency – One
version of data available for NACO/
SACS/DAPCU /RU
 Launched in August 2010
 Personnel trained in 4 phases
 All India rollout in a phased manner
from 1st August to 1st Dec, 2011
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Key Features of SIMS
 An Integrated Web-based
 Individual level reporting from
Reporting, Data Management &
ICTCs & ART Centres  Moving
Decision Support System
towards HIV Case Reporting
 Reporting Unit based data

capturing - Monthly reporting
from over 20,000 reporting units 
across the country (includes
15,538 ICTCs/FICTC, 1,137 DAC 
supported Blood Banks, 1,136

STI, 1,825 TI, 162 LWS, 1,295
ART & Link ART Centres)

 Automatic aggregation of key
indicators

 Integrated with all other
databases such as Surveillance,
PLHA database, survey data, etc
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Modular, Expandable & Scalable
with Slice & Dice capabilities
Intelligent analysis for data use
at all levels
Standard & Custom Reports
Options for advanced analysis
using SAS
Linked to GIS System for spatial
analysis
Has options for dissemination
of standard outputs through
Share Point Portal
Advantages of SIMS (1)
•
Enhances transparency & credibility of data, as only one version of
centralised validated data is available from Reporting Unit (RU) to
National level level at any given point in time.
•
Provides real time access to data at all levels. Can be used for real
time monitoring of field activities.
•
Though design is web-based, entry can be done both in online &
offline formats. No need for continuous internet connection at RU.
•
Can manage multiple types of users at all levels through rightsbased user management. Facilitates stakeholder involvement in
SIMS management.
•
Provides options to build in robust validation checks to improve
data quality.
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Advantages of SIMS (2)
• Allows for generation of customised dashboard reports on key
indicators for each programme component at any level
• Provides multiple options to carry out different types of
analyses of data, from simple aggregations to advanced
statistics, all through one platform
• Facilitates effective presentation of key outputs, including
tables, graphs, maps etc. & wider dissemination through portal
• Improves decision making by enhancing ease with which data
across different sources can be triangulated, due to its
integrated model
• Has built-in consistency checks & alerts to programme
managers when data goes beyond (above/below) acceptable
thresholds
• Has huge potential to become a customised Decision Support
System for programme managers at different levels
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Data Flow, Feedback & Data Use in SIMS
Data Flow
Direct reporting if no DAPCU
Reporting Unit
DAPCU
SACS
NACO
(Sub-District Level)
(District Level)
(State Level)
(National Level)
Monitoring and
Data Quality
Feedback to
DAPCU and/or
RU
Monitoring and
Data Quality
Feedback to
RU
Use data to
evaluate
performance
against targets
Monitoring and
Data Quality
Feedback to
SACS
Use data to assess
state-level trends
and high priority
districts
Use data
to assess districtlevel trends
Feedback
Use data to inform
resource allocations
Three Modules in SIMS
Module
Functions
Admin
Reporting Unit creation & management (activate,
deactivate, edit, delete)
User creation & management (activate, deactivate, edit,
delete)
User access rights management
Unlocking accounts/ Resetting passwords
MIS
Data entry formats
Validation checks on data entry
Searching, viewing, modifying & exporting data
Reports and
Analytics using SAS
Captures input data into customised tabular outputs
Summarizing & viewing key indicators (Dashboards)
Monitoring data entry, reporting & forwarding
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Analysis including triangulation & spatial analysis
Scale up-Service facilities
15,538
1,825
162
1,136
1,295
398
2013
778
30
845
4,132
194
127
2007
TI
LWS
STI
CSMP
ICTC
ARTC
No. of
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No. of
Dists.
No. of
Clinics
No. of
Dists.
No. of
Centres
No. of
Centres
TI
TI: Targeted Intervention
(Urban MARPs)
LWS: Link Worker
Scheme (Rural MARPs)
STI: Sexually
Transmitted Infections
CSMP: Condom Social
Marketing Programme
ICTC: Integrated
Counseling & Testing
Centre
ART: Anti Retroviral
Treatment
SIMS Users
•
•
•
•
Outreach coverage
Facility linkage
Commodity Distribution
Staffing & Training
NGO’s for
Targeted Interventions
Community Support Centre
• AIDS
• Patient Volume
demographics
• Patient Symptoms
• Opportunistic
Infections
•
•
•
•
•
Enrolment
Treatment
Adherence
Inventory Mgmt
Staffing
ART Centres
ICTC
F-ICTC (CHC/PHC)
•
Strategic Information
Management System
General Health data
• Service volume
• Profile of Positives
• In & Out Referrals
Blood Banks
• Volume & Profile
• Testing Results
• Inventory Mgmt
NACO
SACS
STI Clinics
DAPCU
• Clinic volume
• Syndromatic Diagnosis
• Coverage of ANC
syphilis screening
• Laboratory Procedure
• Inventory Management
Gynecology OPDs
•
•
Pregnancy Information
Women Health issues
Management of SIMS at NACO Level
• Stabilizing Active Reporting Units (RU) in SIMS
– Defining ‘active’ & ‘de-active’ RU
– Developing guidelines for creating, activating & de-activating RUs under
different components
• Managing Unique Centre Code System in SIMS to ensure error-free
reporting
• Monitoring & addressing issues reported from RU/ DAPCU/ SACS
• Analysis of Bugs reported/ identified & coordination with Software
team for timely resolution
• Streamlining User Access Rights for smoother & efficient data
management
• Development of responsibility matrix & guidelines for data
management at different levels
• Development, printing & distribution of user manuals, data
definitions, wall charts etc. for SIMS formats under all programme
components
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State AIDS Control Socities(SACS):
Roles & Responsibilities
• Ensure availability of required Computer & Internet connectivity in
reporting units, District AIDS Prevention Control Units & SACS
• Actively monitor SIMS training programme & progress of SIMS rollout
• Include SIMS review as a part of all the review meetings & tours/visits
• Handhold concerned SACS officers in rolling out SIMS
• State M& E Officer - nodal person for SIMS, supports & supervises
SIMS training activities & takes the lead as resource person
• Respective programme component division Officer deputed for SIMS
Reporting Unit training for supervision & to clarify doubts regarding
respective formats
• Technical Support Unit actively involved in all activities - SIMS roll out
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Roles & Responsibilities
At Primary Reporting Units
• Data is entered
• Individual (ICTC/ART)
• Monthly (STI/BB/TI etc)
• Entered data is validated & sent(forward) to DAPCU
At DAPCU level
• Receive data sent by Primary Reporting Units
• Scrutinize data for:
• Completeness of reporting
• Correctness of reporting
• After validation, send (forward) the data to next level (SACS)
• If errors/incomplete data/queries are found, would revert the data to
the reporting unit level, ask them to correct and resend
• Enter the data required to be entered at DAPCU level, validate &
forward to SACS
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Structured Trainings on SIMS
- Induction & Refresher
• Detailed induction training to new recruits at reporting
unit level, using standard training schedules & material
• Includes hands-on practice
• Annual Refresher trainings to all Reporting Unit staff
on respective modules in SIMS
• Trainings include basic computer skills for users who
are not well versed with IT
• Focussed repeat trainings & Orientation sessions for
poor reporting RUs
• Mandated SACS to develop quarterly training plans &
share with NACO
• Focus on close monitoring of trainings & timely
submission of training reports
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Data definitions developed to
standardise reporting
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Data Quality Monitoring System
• Framework & Guidelines developed for a comprehensive,
systematic data quality monitoring system:
– Validation checks within SIMS
– Consistency checks & Alerts
– Checklists for periodic quality review of data
– Plan for periodic field visits to monitor data quality
– Checklists for spot checks, register verifications & random
checks
– All review meetings to include SIMS data quality review
– Periodic Data quality reports with identified quality indicators
– Clear Responsibility Matrix
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National & State Helpdesks
• National Helpdesk with 2 persons functional since March 2012
• Dedicated mobile numbers for direct contact from across the
country
• Provides real time support by telephone & email
• Immediate resolution of issues through remote access to users’
computers
• Maintenance of detailed log of all issues reported
• Act as liaison between users & software team for resolution of
issues
• State level Helpdesks set up in all states with 60 persons with
local language proficiency
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NACO website: http://www.naco.gov.in
Steps to Improve SIMS Reporting (1)
• Project Directors & nodal persons at SACS
instructed to focus on reporting thro’ SIMS:
– Avoid parallel mechanisms of reporting & use
only SIMS
– Closely monitor & handhold non-reporting units
– Focus on SIMS reporting during field visits &
review meetings
– Review SIMS implementation progress in each
component at SACS level review meetings
– Regularly generate reports & monitor progress
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Steps to Improve SIMS Reporting (2)
• SACS to ensure computer availability
– Sharing of computers at co-located facilities
– Use of internet café or other closest internet points
– Procure/Upgrade computers, where necessary
• SACS to ensure internet connectivity in RUs:
– provide datacards
– instruct sharing of co-located facilities
– map nearest internet points; make provision for travel
& internet charges
– identify back up mechanisms, such as paper-based
reporting to DAPCU
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Managing Data Outputs
1.
Standardising reports & ensuring error & bug-free reports
2.
Regular dissemination through Share Point Portal
3.
Customised component-wise dashboards to capture key
indicators
4.
Alert mechanisms for priority attention of programme
managers
5.
Development of analytics module including triangulation,
advanced analysis using SAS
6.
Operationalising GIS component for spatial analysis
7.
Development into a fully functional Decision Support System
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Promoting SIMS Data Analysis &
Use
• Capacity building of SACS personnel on data
analysis & data use
• Quarterly SIMS bulletins at NACO & SACS
• Two analytic reports/person in SIMU of SACS
• Monthly SIMS Update from NACO M&E division
to other programme divisions, highlighting key
indicators, issues & recommended actions
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Reporting Status 2013-14
Key Challenges
• Software developer related issues: delay in development
& resolution of bugs, frequent change of Project Staff
• Frequent changes in formats due to evolving programme
needs
• Computer & internet connectivity
• Computer literacy of users at facilities in different levels
• Change of SIMS users
• Standardisation of SIMS management protocols at NACO
& SACS
• Development of capacities at state level to manage SIMS
& manage data through SIMS
• Ownership by programme divisions & SACS to improve
quality, utility & value of SIMS data
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Lessons learnt
• A web-based integrated data management
system offers us an opportunity to improve
programme reporting, data quality & data use at
all levels of programme management.
• A strong system push needed from national level
to Reporting Unit level to implement the system.
• Focus should be on building infrastructure &
computer skills of users is critical.
• Standardised management protocols help
promote stabilility & continuity of the system.
• Ownership of SIMS by programme divisions &
SACS is essential to improve its functionality &
utility.
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Thank You
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